RollCall-Pro Basic Operator`s Manual
Contents
1. Cancel vote About RaliCall Pra ExitRallCall Pra Figure 4 4 Right Click Pop up Menu Screen 4 2 Roll Call 1 To begin the meeting the Leader will push the Proceed button on the Leader s wireless keypad or the z key or click gt to display the Roll Call Screen ready for Members input ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL Proceed Welcome to RollCall Pro Majority Vote gt Figure 4 5 Initial Start up Screen 2015 Current Works Inc Roll Call Please press YES and then CONFIRM Majority Vote gt Figure 4 6 Ready for Members Roll Call input The Voting Members push their Yes Present button and then their Confirm button to indicate their Presence in the initial Roll Call for the meeting The screen will display the Present members and count the numbers of Voters logged in versus the minimum quorum required Figure 4 7 Member s Keypad 2015 Current Works Inc Using the RollCall Pro System 13 Roll Call Quorum 6 Present Voters 4 _ Majority Vote gt Figure 4 8 Roll Call in process 3 After all the Members who are actually Present have Confirmed their Presence the Leader presses the Proceed button again on t2. ss ee 1 Purpose of this Manual This Operator s Manual describes how to use the RollCall Pro System both the software and the wireless SideKeys keypads in a meeting It presumes that you have already used the Installation and Setup Manual to install the RollCall Pro software program and to create the Configuration Files you will use ina meeting You should also become familiar with the SideKeys User Manual that came with this System This manual provides valuable information regarding the setup maintenance and trouble shooting of the wireless keypad system 2 Site Setup The following diagram and picture illustrate how to set the system up to work in a City Council Chamber County Commissioners Room Board Room or any room where the system may be used Possible scenarios are LCD or large TV monitors hanging in the room or a projected display of the computer screen onto a white wall or drop down screen Or a number of other display possibilities The projection device can either be a portable system or a permanent projector hanging from the ceiling Figure 2 1 Typical Hardware Setup 2015 Current Works Inc Site Setup 5 Figure 2 2 Typical Installation of RollCall Pro System Hardware 3 Starting the RollCall Pro System Before starting the RollCall Pro program for use in a meeting we recommend that you adjust the computer so that it will not automatically go to a screen saver to sleep to hibernation o
3. Type of vote 50 Needed to Pass Clint westwood voted Y Doris Night was absent Mary Tyler Less voted Y Johnny Credit was absent Billie Jean Queen voted N Dave Numberman voted Y Bob Newlung voted N Oprah Losefrey voted Y Tiger irons voted A May East voted Y Passed 5 YEA 2 NAY 1 ABS 2 Absent Number of Abstain votes 1 vote Results for Item 2 Time of vote 7_57_23 PM Type of vote 50 Needed to Pass Clint westwood voted Y Doris Night was absent Mary Tyler Less voted N Johnny Credit was absent Billie Jean Queen voted Y Dave Numberman voted Y Bob Newlung voted N Oprah Losefrey voted Y Tiger irons voted A May East voted Y Passed 5 YEA 2 NAY 1 ABS 2 Absent Number of Abstain Votes 1 Figure 4 20 Results Document in Text Format 2015 Current Works Inc Using the RollCall Pro System 21 This Results file indicates that for Item 1 a total of 8 votes were cast that Members 2 amp 4 were Absent for the Discussion and the vote that 5 voted in favor 2 were opposed and 1 abstained The RollCall Pro System results file is created and the name of the file is embedded with the current date Example 2009 2 15 1925 txt means that the meeting started at 7 25 pm on February 15 2009 If an additional meeting is held on the same date the software first checks to see if a results file exists for the current date and if so prompts the user to either append the results
4. Screen Controls The keypads and program options are used to move the participants through the voting session 2015 Current Works Inc Using the RollCall Pro System 4 1 1 Voter Keypads Each voter will have a keypad like this one Figure 4 2 Wireless Member Keypad Each voter has a wireless keypad with 4 active buttons for Yes and Present No Abstain and Confirm Each of these functions will be discussed in detail below 4 1 2 Leader s Keypad The Leader will have a keypad like the one illustrated here 2015 Current Works Inc Figure 4 3 Wireless Leader s Key pad The Leader s keypad has six buttons for controlling the functions of RollCall Pro 1 The Proceed button top left green button on the keypad advances the RollCall Pro software through the meeting This will be explained in detail below This Proceed function can also be accessed from the computer running the software program either with the z key on the keyboard or by Left Clicking the mouse cursor on the small gt icon in the bottom right corner of the Display screen Sa ity Vote gt The to Pass button adjusts the criteria to pass the Item being voted on This function can also be accessed from the computer either by using the Period key on the keyboard or by Left Double Clicking the cursor on the Criteria field in the lower right corner of the display screen during the Discussion mode of the
5. meeting Majority Vote The Swap button allows the Leader to switch between the RollCall Pro software program and any other software application like PowerPoint an Excel Spreadsheet or a Word Document amp 5 The Next and Back buttons allow the Leader when in PowerPoint Slideshow presentation to remotely advance the presentation forward and back respectively The Lock Out button locks out all other wireless keypads except the Leader s keypad 2015 Current Works Inc Using the RollCall Pro System 11 This is useful when the Leader needs to stop the use of keypads for any reason e g when the Clerk needs to type in revisions to the Agenda during a meeting or when a vote must be Cancelled or when a Word doc is projected and you don t want text from the keypads inserted or when a PowerPoint presentation is being given and some text input might interrupt the presentation Use of these functions will be discussed in further detail below 4 1 3 Leader Program Options The Leader will also have a desktop or a laptop computer from which the RollCall Pro software is executed updated and Results saved There are several functions available to the Leader by clicking the mouse on the RollCall Pro display screen To initially access these options simply right click anywhere on the display screen for the popup window of options Then left click on the choice inside the pop up window Hide Unhide Tabs
6. NAY O ABS 1 Absent Majority Vote gt Figure 4 18 Tie Breaker Voting Required and the Votes are Revealed The Member designated as the tie breaker then casts his her Yes or No vote and then presses Confirm to lock in the final vote Once the tie breaking vote is locked the individual votes are all displayed as usual 4 6 Reveal and Record the Vote Once the votes are cast and displayed the Leader again pushes the Proceed button to confirm that it was a good vote The next step in the program is to record the results if the Configuration File requires the recording of the results 2015 Current Works Inc The screen below indicates that RollCall Pro is in the process of recording results Recording Item 4 Results Majority Vote Figure 4 19 Recording Results in the record The results will be saved as a text file File Edit Fom Format View Name of Configuration File C Program Files Rol1Ccall Pro configurations 10mMember example rcc Date and Time of New Session 2 15 2009 7_29_31 PM Be togining Roll call for New Session nt Westwood is present Boris Night is present Mary Tyler Less is present Johiwy Credit is present Billie Jean Queen is absent Dave Numberman is present Bob Newlung is present Oprah Losefrey is present Tiger Irons is present May East is present Number of voters PRESENT for Roll call 9 Number of voters ABSENT for Roll call 1 vote Results for Item 1 Time of vote 7 37 13 PM
7. Pro Figure 4 15 Right Click Popup Options Left Click on the Cancel Vote menu option and then the system will ask you to confirm your cancellation Figure 4 16 Are you sure 2015 Current Works Inc 4 5 Select Yes and the program will then return you to the Discussion phase of the Current Item Results of Vote Once all votes are in and confirmed the individual votes are displayed next to each voter s name A T 7j i gt Q o 2 al 9 o 2 z D Passed 5 YEA 2 NAY 1 ABS 2 Absent Majority Vote gt Figure 4 17 Vote Tally When the Votes are revealed the field at the bottom of the screen displays the status of the vote whether it Passed or Failed The number of Yes votes required to pass an item or resolution depends on the Criteria to Pass selected and displayed at the bottom right corner of the screen before the vote was started If the First Position Voter is designated in the Business Rules to only vote in case of a tie she he does not vote unless a tie is indicated In case of a tie the Voting Screen will indicate the need for the Tie Breaker to vote The specific votes of other Voting Members are not displayed until after the Tie Breaking vote is cast 2015 Current Works Inc Using the RollCall Pro System 19 a Tess Two BunoA sudo des epuedy METRE Tie Breaker Please Vote Passed 5 YEA 4
8. Roll Call is completed the Leader pushes the Proceed button or the Z key or clicks the gt button again to display the Discussion Screen for the first agenda Item Discussion Discussion Discussion Absent Discussion Discussion Discussion Discussion Discussion ema RequestToSpeakon Item 3 Majority Vote Figure 4 11 Discussion Screen 2015 Current Works Inc Using the RollCall Pro System 15 4 3 1 4 4 2 Vote Passing Criteria If necessary the leader can change the Vote Passing Criteria displayed in the third field at the bottom of the screen by pushing the to Pass button on the Leader s keypad or by pressing the period key on the computer keyboard Either of these will scroll through the standard options until the desired choice is displayed in the field Majority Vote 51 2 3 Vote 67 3 4 Vote 75 or No Vote Req rd If you wish to change this Voting Criteria to a fixed number of Yes votes to pass you must double left click on the Passing Criteria field bottom right corner of screen during the Discussion phase prior to the Vote When this Passing Criteria is accessed by double left clicking the mouse after the No Vote Req rd criteria appears the next double click will provide a popup window into which you can input the Number of Yes Votes required to pass the Item regardless of how many voters are present Enter Numb
9. RollCall Pro Basic Operator s Manual Roll Call Pro The Wireless System Published by Current Works Inc April 2015 RollCall Pro Basic Version 3 2 Contents Table of Contents Part Part Il Part Ill Part IV 1 oO N o N Oo OC A Part V Purpose of this Manual 4 Site Setup 4 Starting the RollCall Pro System 9 Using the RollCall Pro System 8 Keypad and Screen Controls oo esc ites eee ncaa a a E a 8 M ter Keypads sinna a useacuscsdvandatguiuatoanniacesesnaneeoumennessaaitiwuanteaueeds 9 Leader s iore T 9 Leader Program Optom siia DE D nt 11 Xo 6r eere EE Ne SEHE Hc HET MU ISICREEEENE 11 BIETET T ST II TITLE 14 442 N Ote Passing Griten Id oco rea oae a de Uva e ca Vf Voss Evo vdvi AA Ve Cu dv vU Ceu cu cuida dU Re taunt viaveaviewtce 15 444Presepntand ADSM uiii oru a Veeven cet eue uen Evo t vi vv Dey Vi vNEAUN woe EO Ue EPLA OSEE QE Les UP Oc Av Sora su Po MICA UPON eU 15 ROW Call Vollnginissonbeo t ys a a Ge uu DD Uo doo a dup E auld eam d Oo eNIU UU Du 16 Results or Vole suiucisit t uscita e URNA I UE a a M IM DEUS M DDPIPe PUEDE 18 Reveal and Record tne VoLle osos oe EI n Ves eu Use phu eap Ea bou em vER aes aa enin LEM tae 19 Con nueor ESCIIE oui vci bebust a dada daa oiu ius ur EU deum ebur qu EE CoM aa 21 RESUNS Saved from a Meelllig dois ae a tuxtub EA PU Ve Eus x Eat aaan Ei MoxUs E ER OA B spuria 22 Trouble Shooting and Customer Service 23 Index 25 2015 Current Works Inc
10. Service If the RollCall Pro software program does not seem to be responding to signals from any of the wireless keypads the following trouble shooting steps should be tried in the order given 1 Be sure that the RollCall Pro screen is active and available to accept input from the keypads Left Click the mouse on theRollCall Pro screen to assure it is active try the keypads again 2 Be sure the keypads are not Locked Out by the Leader s keypad a The red LED on the Receiver blinks on and off when the Lock Out function is on b Turn off the Lock Out by pushing the Lock Out button on the Leader s key pad 3 Be sure that the USB Receiver is properly connected to the computer a The red LED should be glowing next to the RollCall Pro label on the Receiver b If the red LED is not on unplug and re plug the USB cable at both ends just to be sure that full and proper connections are being made C If the red LED is glowing but is not next to the Voting Pro label push the small red button on the side of the Receiver if there is one to scroll the LED to the RollCall Pro or the Voting Pro template d The USB cable connecting the computer and Receiver should be uncoiled free to dangle e This Radio Frequency Receiver cannot be resting on a metal surface try moving it to different locations If some of the keypads do not seem to work try the following trouble shooting steps 1 Try installing new alkaline 9 volt batte
11. e selected scheme Power schemes E TENET E AS Settings for Portable Laptop power scheme When computer is ta Plugged in E Running on batteries Tum off monitor Never v After 5 mins v Turn off hard disks IN ever v After 10 mins v System standby Never v After 15 mins System hibernates Never v After 30 mins v Figure 3 2 Control Panel s Power Options Note If you are using a Laptop Computer always have the computer plugged into an external power source it is not recommended to run this program off of batteries Special Note If you are using a Dell computer you may also need to use a USB Hub with an external power supply between the computer and the USB SideKeys Receiver This will ensure that the required standard 5 volts of power is always available to the SideKeys Receiver Also in the Control Panel of your computer look for options under Display Click the Advanced tab in the Display Properties dialog box Themes Desktop Screen Saver Appearance Settings Drag the monitor icons to match the physical arrangement of your monitors Display 1 Plug and Play Monitor on Mobile Intel R 45GM Express Chipset Fav Screen resolution Color quality More Highest 32 bit 1024 by 768 pixels ES ga ga Cnn Cres re Figure 3 3 Control Panel s Display Options Display Properti
12. er of TES Votes needed to Pass with 3 Voters 5 Figure 4 24 Entering a Fixed Number of Yes Votes require to Pass the Item Note The Number of Yes Votes needed to Pass must be between the Quorum Required and the Number of Voting Members present at the meeting Once the leader enters the Number of Yes Votes and clicks OK the Vote Passing Criteria displayed in the third field at the bottom of the screen updates 5 YES Needed 4 3 2 4 4 4 Present and Absent The Leader has an overriding function that can be used to change the Present Absent Status of any Member during the Discussion phase of a meeting If a Voting Member leaves the meeting the Leader can double left click on the Member s Name and a small pop up message window will appear In the example below the Leader double clicked on Doris and the following message popped up To change Doris display to Absent click Yes To leave things as they are click on Cancel 2015 Current Works Inc 4 4 5 Discussion Figure 4 12 Clerk changing Present to Absent Once the Leader chooses Yes the display will look like the following RollCall Pro Discussion Absent Niericeinn Figure 4 13 Member status after being marked Absent Note This same sequence can be used to change the Absent status back to a Present status This stat
13. es Jeg 2015 Current Works Inc Starting the RollCall Pro System The Screen Resolution option should be set to 1024 by 768 pixels and the Color Quality option should be set to 32 or 16 bit not 8 bit Also on the Display Properties dialog box click on the Advanced button There the DPI Setting should be 96 DPI not 120 DPT B cen Graphics Media Accelerator Driver for Mobile General Adapter Monitor Troubleshoot Color Management Display ff your screen resolution makes screen items too small to view comfortably you can increase the DPI to compensate To change font sizes only canceland go to the Appearance tab DPI setting Normal size 96 DPI Normal size 96 dpi Compatibility Some programs might not operate properly unless you restart the computer after changing display settings After change display settings Q Restart the computer before applying the new display settings Apply the new display settings without restarting Ask me before applying the new display settings Some games and other programs must be run in 256 color mode Leam more about running programs in 256 color mode Figure 3 4 Display Properties DPI Setting Click OK to close the Display Properties dialog box To start RollCall Pro program double click on the icon on your desktop RoliCall Pro Basic The shortcut will open the RollCall Pro System and display its Welco
14. hase 14 T E Trouble Shooting 23 Item Discussion 14 um U un K Using the RollCall Pro System 8 Keypad and Screen Controls 8 mm V Keypad Leader 9 Keypad Voter 9 Vote Passing Criteria 15 Vote Results 18 L Voter Keypads 9 gt Voting Phase 16 Leader Program Options 11 Leaders Keypad 9 Meeting Cycle Discussion 14 Meeting Cycle Roll Call 11 Meeting Cycle Voting 16 P Present and Absent 15 Purpose of this Manual 4 2015 Current Works Inc
15. he Leader s keypad or hits the z key or clicks on the gt icon The Voting Screen will display those who are Present and those who are Absent Note The Keypads of those Absent members can not be used to mark them Absent They automatically become Absent when the program is advanced with the Proceed function RollCall__Voters Present 9 VotersAbsenti Majority Vote Figure 4 9 Roll Call completed at beginning of meeting 2015 Current Works Inc 4 3 Note The meeting can continue only if the number of voters present equals or exceeds the Quorum number set in the configuration file as the minimum number of members required for the meeting to proceed 4 If there are not enough members for the meeting to continue the bottom center field will indicate that there are insufficient members for the meeting to proceed _ Must Have Minimum Figure 4 10 Message indicating a Quorum is not yet present 5 If there are at least the Minimum Number of Voting Members to conduct business the screen will display the Members Present and those Absent A record of the Members who are Present and Absent during this Roll Call is also documented in the Results file for this meeting 6 If a Member arrives late to the meeting after the Roll Call is completed they can be marked Present by the Clerk The actual time they are marked Present is Time Stamped in the Results File Discussion After the Startup
16. me Screen RollCall Pro Roll Call Pro The Wireless System Figure 3 5 RollCall Pro System Start Screen 2015 Current Works Inc 4 1 Click this Screen s Start button choose a saved configuration and Open it If you need to make changes in the Configuration File right click in the application screen to display a list of options select Hide Unhide Tabs then select the Setup to modify your configuration as needed See the RollCall Pro Installation and Setup Manual for details about these options Update your Configuration as necessary Dont forget to Save your changes Using the RollCall Pro System The RollCall Pro screen displays as below ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL Proceed Welcome to RollCall Pro Majority Vote gt Figure 4 1 RollCall Pro Display Screen Notice the last row at the bottom of the screen The first field indicates the current item or issue The middle field indicates the action to be taken roll call discussion voting etc The third field indicates the criteria required Majority 2 3 34 No Vote Req rd Custom for the current item to pass The small gt button at the far right hand side of the screen can be clicked with the mouse to Proceed advance the program through the Meeting Cycle Roll Call Discussion Voting Keypad and
17. ore Exiting the program Voting Pro System Please click on Proceed to ensure Results are saved before exiting Figure 4 23 Exit After Saving Results When the RollCall Pro software is closed through this Exit function the End of the Meeting is also Time Stamped in the Results document 4 8 Results Saved from a Meeting If in the Setup Configuration Files the Record Results has been selected they will be saved at the location specified The Default location is in C RollCall Pro Results The RollCall Pro software program will automatically install a shortcut on your desktop to the RollCall Pro Folders where the Results Folder is located ROG all piis The saved file will be labeled according to the date of the meeting e g 2008 10 05 txt This report which is a text file txt can be copied and pasted into any other Word Processing program like MS Word to become a part of the recorded Minutes of the meeting Note You may go view the saved Results document before the meeting is finished but you must close the Results document down before returning to the meeting where additional Voting Results will be saved The Voting Results cannot be saved to an Opened document and in some cases an Error Message may occur when the program tries to save additional Voting Results to a document that is opened 2015 Current Works Inc Trouble Shooting and Customer Service 5 Trouble Shooting and Customer
18. r shut down the screen or any other power saving options In a normal meeting there may be extended periods of time when the computer and the RollCall Pro System will not be used and you do not want the computer to shut down any functions during the meeting These power saving shutdown functions could disrupt the RollCall Pro software program or the USB connection to the wireless keypads and might require you to re start the software program or the computer in the middle of a meeting In the Control Panel of your computer look for options under Display Properties In the Screen Saver tab choose None for Screen Saver Display Properties Themes Desktop Screen Saver Appearance Settings Screen saver None Preview Aa 15 nutes On resume password protect Monitor power To adjust monitor power settings and save energy EA click Power 7M Figure 3 1 Control Panel s Display Properties 2015 Current Works Inc ES In the Control Panel of your computer look for options under Power Options In the Power Options choose Never for all options including Turn off monitor Turn off hard disk System standby System hibernate Power Options Properties Power Schemes Alarms Power Meter Advanced I Hibernate Select the power scheme with the most appropriate settings for this computer Note that changing the settings below will modify th
19. ries in the defective keypad s 2 Be sure that all the Voting Members have the correct keypad If Voters have the wrong keypad they may think their keypad is not working properly 3 he Radio Frequency keypads cannot be resting on a metal surface this will seriously limit the range of the radio frequency signal Try moving it to another surface 2015 Current Works Inc If none of the key pads or the mouse or the keyboard works on the software be certain that all sleep hibernation and power saving settings are turned off on the computer If the RollCall Pro software will not advance when the Proceed button on the Leader s Keypad or the z button on the computer keyboard is hit be sure that the Caps Lock key has not been depressed You must turn off the Caps Lock key before the software will respond to keystroke inputs If the problem cannot be fixed with these steps please contact Customer Service Current Works Inc 1395 Horizon Drive Johnsburg IL 60051 1 888 526 1200 Email info rollcallpro com www rolicallpro com 2015 Current Works Inc Index 25 Index R Record the Vote 19 A um Results of Vote 18 Results Saved from a Meeting 22 Absence and Presence 15 Reveal the Vote 19 Roll Call Phase 11 C Roll Call Voting 16 Continue or Exit dialog 21 ma S Criteria for Passing 15 Customer Service 23 Saved Results 22 Site Setup 4 D Starting the RollCall Pro System 5 Discussion P
20. to the current results file or to add another new results file in the Results Folder Confirm There currently exists a results file for today Select YES to add the results to this file Select NO to create a new file with today s date and the current time as the file name Figure 4 21 Select Yes Same meeting or No New meeting For example if the user chooses to create a new results file by choosing No then a new results file is created with the time added to the date in the new document s name For example if the date was February 15th 2009 and the time was 8 15pm then a new results file would be created with the name of 2009 2 15 2015 txt Note the time is in military format or 24 hour notation 4 7 Continue or Exit Continue with a discussion and a vote on another item by clicking on the Leader s Proceed button or if the meeting is finished exit RollCall Pro by right clicking on the screen to display the list of options then selecting the Exit Voting Pro option Hide Unhide Tabs Cancel Vote About RollCall Pro Exit RallCall Pro The Are you sure window pops up to confirm that you wish to Exit before proceeding Confirm p Are you sure you want to exit Figure 4 22 Exit RollCall Pro Process 2015 Current Works Inc sss ee If there are unsaved Voting Results that did not yet get recorded the following window will also popup to request that you proceed to save the Results bef
21. us change function can only be done by the Leader during the Discussion phase of the meeting Roll Call Voting The members vote on the Item by first pushing their Voting buttons Yes No or Abstain Then the Members lock in their vote by pushing the Confirm button Note Members can change their mind on how they wish to vote until they push their Confirm button At that point the last choice they made just before Confirm is locked in The Voting screen will first display Confirming on a yellow background when each member pushes their Vote button When they lock in their vote with the Confirm button the Voting screen displays Vote Locked 2015 Current Works Inc Using the RollCall Pro System Note that the votes are identified by the Confirming and Vote Locked status not by a Yes or No or any other indication of how each member voted This allows everyone to vote without being unduly influenced by how others have voted Figure 4 14 Voting in Process Cancel the Vote This system also has an option is to Cancel the entire Vote if necessary before the votes are officially revealed If there is a reason to cancel the vote and start back at the Discussion of the Item before the final vote is revealed the Leader must right click anywhere on the screen to get the popup screen of options One of these Options is Cancel Vote Hide Unhide Tabs About RollCall Pro Exit RallCall
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